Old Park Farm Garden Holders Association

Old Park Farm Garden Holders Association.

Minutes of Committee meeting held on Sunday 19th August 2012

Present:  Chairman: Steve Yorke,  Treasurer: Kay Graham,  Sos Inger (outgoing secretary),  Steve Medcalf,  Ronnie Gayle, Dan Toher,  Jackie Medcalf. (incoming secretary)

Minutes of last meeting held on 5th February 2012 were accepted as correct.

Treasurer’s Report: Kay reported that the final years water bill had not yet arrived nor the council bill for the rent. Both expected in September.

Main Agenda Item.

Position of Secretary.

The Chairman reported that there was some disquiet from a few garden holders that Jackie had been asked to take over the role of secretary without an election taking place. There was concern that some gardeners may refuse to follow any instructions given by her as a result of this. Jackie stated she was unwilling to take on this role without a clear mandate from the committee. A council inspection was imminent and there would no doubt be issues that needed attending to. A discussion then took place as to the constitutionally correct procedure to follow and were we, as the management committee, actually obliged to call an EGM.

The committee was of a view that this committee had a right to elect officers from amongst it’s members and that it had the constitutional right to do so. This procedure had been followed in the past e.g. position of Treasurer. The committee could second people on to the committee and into positions of officers if they wished to do so.

At this point Sos Inger was asked to formally resign as Secretary by the Chairman and he quoted from the resignation letter that had been previously circulated to the committee. Sos had also informed the Allotment Forum and City Council of his resignation and they accepted that Jackie would take over the position.

Dan Toher proposed this change and this was seconded by Ronnie Gayle and agreed unanimously by the committee. Jackie agreed to be seconded into the role of Secretary until the AGM in March next year, when voting would take place. At that time, any other garden holder will have the absolute right to stand for this or any other post as per the constitution.

It was decided that the minutes of this meeting should be circulated and if anyone still has objections to the new Secretary they will be advised to take the matter up with the city council.

Other Agenda Items.

• Kay pointed out that the date for the AGM falls at Easter next year so it will be held on March 24th 2013.
• The Chairman reported that some of the items listed as our assets are broken or now so old they are not fit for purpose. Could these now be written off? Steve M proposed this action, which was seconded by Dan.
• A complaint was received from an allotment holder re the cancellation of the social day. Although regrettable this was unavoidable at this time.
• Nottingham City council inspection. Date not yet given to the secretary. Jackie felt she would prefer to do this herself, as it was an opportunity to ask questions and start a working relationship with the allotment officer. A full report would be circulated after the visit.
• Compost. Would we continue to sell this next year? It was acknowledged that this creates a lot of work but it was agreed to continue as it is a good resource for our gardeners specially those without transport.
• Pot holes. Agreed to pay contactor to use JCB, as it would take manpower to complete the task without it. Proposed by Sos seconded by Ronnie. Sos offered to arrange.
• Pile of soil/rubbish that had appeared in the central car park appears to have been fly tipped. Shows how important it is to keep the gates locked and deliveries monitored by the garden holder responsible.
• Sos reported back from the last Allotment Forum meeting, where it had agreed that there should be a ban on all carpets used as weeds suppressant on allotments. Concern was about environmental damage from chemicals and nylon. This practice must therefore stop. Garden holders will need to get rid of any carpet used on their land. The committee agreed to provide a skip for clearance of this and other items.

Date in October to be fixed and circulated.

There was no other business and the meeting closed at 11.10 am.